Brookhaven Science Associates
Administrative Specialist
Brookhaven Science Associates, Ridge, New York, United States, 11961
Brookhaven Science Associates provided pay range. This range is provided by Brookhaven Science Associates. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.
Base pay range: $80,300.00/yr - $100,000.00/yr
Brookhaven National Laboratory is committed to employee success and we believe that a comprehensive employee benefits program is an important and meaningful part of the compensation employees receive. Review more information at BNL | Benefits Program
The Physics Department has an opening for Administrative Specialist to provide administrative support for the department chair’s office. The Physics Department conducts research and operations for the mission of the Office of High Energy Physics and Office of Nuclear Physics in the Department of Energy. The department plays leading roles in nuclear and particle physics experiments at BNL and around the world, hosts DOE programs, projects and international collaborations, and supports a large number of guests and users.
Essential Duties And Responsibilities
Independently manage the chair’s calendar of appointments, meetings, and calls, both planned and spontaneous.
Operate independently and consistently exercise a high degree of discretion and judgment as a representative of the Lab with external organizations and sponsors.
Respond to circumstances in the absence of the chair and interface with others in the department office and group leaders in the department.
Research, prioritize, and follow up on incoming issues and concerns addressed to the chair, including those of a sensitive and/or confidential nature.
Provide advice and guidance on administrative matters to the chair and other leaders in the department.
Prepare reports, memos, letters, presentations, organizational charts, procedures and other relevant documents.
Serve as the point of contact for procurement, property, travel office, GUV Center, and be familiar with the policies of these offices.
Serve as the liaison for HR for recruitment, promotion, and recognition, including the preparation for distinction of tenure.
Monitor the postdoc contracts and coordinate the review, merit increase and extension.
Manage the Physics Department BSA discretionary account with authorizations, order placing, submitting petty cash reimbursement and approvals including initiating contracts and purchases with outside vendors.
Coordinate, process, and review domestic and foreign travel requests for the chair and others in the department office and invited guests.
Oversee and/or support the logistics for meetings, reviews, retreats, visits, conferences organized at departmental level.
Coordinate with ITD Web Services to maintain the Physics Department website, which includes department organization, group information, current events and departmental procedures.
Serve as a primary contact for other administrative staff in the department and coordinate the dissemination of laboratory policies relevant to the work by administrative staff, and provide guidance and mentorship to administrative staff within the department.
Supervise administrative support staff in the department office.
Serve as a resource for lab community on matters supporting scientific organization.
Required Knowledge, Skills, And Abilities
Twelve years of administrative experience and an associate or bachelor’s degree with coursework or training specifically related to the position requirements, which may be satisfied by qualifying experience of 2:1 (experience:college) years.
Must demonstrate excellent training in office management and administration for contemporary workplace requirements, plus work experience showing progressively more complex responsibilities in a substantive and relevant administrative role which provides evidence of the knowledge, skills, and abilities necessary to successfully perform the duties of the position.
Professional, diplomatic, discreet with confidential manner.
Effective and efficient time/resource management, organization and planning, and prioritizing.
Advanced, clear, and concise verbal and written communication and presentation skills.
Agile with emerging technologies and proficient in Microsoft Office Suite, Adobe Pro, PeopleSoft Financials, Workday, and SharePoint Zoom, MS Teams, or similarly functioning platforms.
Solid research, analytical, creative problem‑solving, sound judgment and decision‑making skills.
Excellent attention to detail.
Ability to handle deadlines and pressure situations.
Preferred Knowledge, Skills, And Abilities
Experience in supervising administrative staff.
Familiarity with BNL administrative policies and procedures.
Experience with supporting DOE Office of Science programs.
Other Information
Position is located on‑site.
This position is not eligible for visa sponsorship.
Brookhaven National Laboratory is committed to providing fair, equitable and competitive compensation. This is a multi‑level role and the full salary range for this position is $80,300 - $100,000 / year. You will be placed at the level and salary commensurate with your experience. Salary offers will be commensurate with the final candidate’s qualification, education and experience and considered with the internal peer group.
Brookhaven National Laboratory requires all non‑badged personnel including visitors to produce a REAL‑ID or REAL‑ID compliant documentation to access Brookhaven National Laboratory—view more information at www.bnl.gov/real-id. Those not in possession of a REAL ID‑compliant document will not be permitted to access the site, including access to the Laboratory for interviews.
Seniority Level Mid‑Senior level.
Employment Type Temporary.
Job Function Administrative.
Equal Opportunity/Affirmative Action Statement Brookhaven Science Associates is an Equal Employment Opportunity Employer–Vets/Disabled. We are committed to fostering a respectful and collaborative environment that fuels scientific discovery. We consider all qualified applicants without regard to any characteristic protected by law. All qualified individuals are encouraged to apply. We ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation. *VEVRAA Federal Contractor. BSA employees are subject to restrictions related to participation in Foreign Government Talent Recruitment Programs, as defined and detailed in United States Department of Energy Order 486.1A. You will be asked to disclose any such participation at the time of hire for review by Brookhaven. The full text of the Order may be found at: https://www.directives.doe.gov/directives-documents/400-series/0486.1-BOrder-a/@@images/file.
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Base pay range: $80,300.00/yr - $100,000.00/yr
Brookhaven National Laboratory is committed to employee success and we believe that a comprehensive employee benefits program is an important and meaningful part of the compensation employees receive. Review more information at BNL | Benefits Program
The Physics Department has an opening for Administrative Specialist to provide administrative support for the department chair’s office. The Physics Department conducts research and operations for the mission of the Office of High Energy Physics and Office of Nuclear Physics in the Department of Energy. The department plays leading roles in nuclear and particle physics experiments at BNL and around the world, hosts DOE programs, projects and international collaborations, and supports a large number of guests and users.
Essential Duties And Responsibilities
Independently manage the chair’s calendar of appointments, meetings, and calls, both planned and spontaneous.
Operate independently and consistently exercise a high degree of discretion and judgment as a representative of the Lab with external organizations and sponsors.
Respond to circumstances in the absence of the chair and interface with others in the department office and group leaders in the department.
Research, prioritize, and follow up on incoming issues and concerns addressed to the chair, including those of a sensitive and/or confidential nature.
Provide advice and guidance on administrative matters to the chair and other leaders in the department.
Prepare reports, memos, letters, presentations, organizational charts, procedures and other relevant documents.
Serve as the point of contact for procurement, property, travel office, GUV Center, and be familiar with the policies of these offices.
Serve as the liaison for HR for recruitment, promotion, and recognition, including the preparation for distinction of tenure.
Monitor the postdoc contracts and coordinate the review, merit increase and extension.
Manage the Physics Department BSA discretionary account with authorizations, order placing, submitting petty cash reimbursement and approvals including initiating contracts and purchases with outside vendors.
Coordinate, process, and review domestic and foreign travel requests for the chair and others in the department office and invited guests.
Oversee and/or support the logistics for meetings, reviews, retreats, visits, conferences organized at departmental level.
Coordinate with ITD Web Services to maintain the Physics Department website, which includes department organization, group information, current events and departmental procedures.
Serve as a primary contact for other administrative staff in the department and coordinate the dissemination of laboratory policies relevant to the work by administrative staff, and provide guidance and mentorship to administrative staff within the department.
Supervise administrative support staff in the department office.
Serve as a resource for lab community on matters supporting scientific organization.
Required Knowledge, Skills, And Abilities
Twelve years of administrative experience and an associate or bachelor’s degree with coursework or training specifically related to the position requirements, which may be satisfied by qualifying experience of 2:1 (experience:college) years.
Must demonstrate excellent training in office management and administration for contemporary workplace requirements, plus work experience showing progressively more complex responsibilities in a substantive and relevant administrative role which provides evidence of the knowledge, skills, and abilities necessary to successfully perform the duties of the position.
Professional, diplomatic, discreet with confidential manner.
Effective and efficient time/resource management, organization and planning, and prioritizing.
Advanced, clear, and concise verbal and written communication and presentation skills.
Agile with emerging technologies and proficient in Microsoft Office Suite, Adobe Pro, PeopleSoft Financials, Workday, and SharePoint Zoom, MS Teams, or similarly functioning platforms.
Solid research, analytical, creative problem‑solving, sound judgment and decision‑making skills.
Excellent attention to detail.
Ability to handle deadlines and pressure situations.
Preferred Knowledge, Skills, And Abilities
Experience in supervising administrative staff.
Familiarity with BNL administrative policies and procedures.
Experience with supporting DOE Office of Science programs.
Other Information
Position is located on‑site.
This position is not eligible for visa sponsorship.
Brookhaven National Laboratory is committed to providing fair, equitable and competitive compensation. This is a multi‑level role and the full salary range for this position is $80,300 - $100,000 / year. You will be placed at the level and salary commensurate with your experience. Salary offers will be commensurate with the final candidate’s qualification, education and experience and considered with the internal peer group.
Brookhaven National Laboratory requires all non‑badged personnel including visitors to produce a REAL‑ID or REAL‑ID compliant documentation to access Brookhaven National Laboratory—view more information at www.bnl.gov/real-id. Those not in possession of a REAL ID‑compliant document will not be permitted to access the site, including access to the Laboratory for interviews.
Seniority Level Mid‑Senior level.
Employment Type Temporary.
Job Function Administrative.
Equal Opportunity/Affirmative Action Statement Brookhaven Science Associates is an Equal Employment Opportunity Employer–Vets/Disabled. We are committed to fostering a respectful and collaborative environment that fuels scientific discovery. We consider all qualified applicants without regard to any characteristic protected by law. All qualified individuals are encouraged to apply. We ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation. *VEVRAA Federal Contractor. BSA employees are subject to restrictions related to participation in Foreign Government Talent Recruitment Programs, as defined and detailed in United States Department of Energy Order 486.1A. You will be asked to disclose any such participation at the time of hire for review by Brookhaven. The full text of the Order may be found at: https://www.directives.doe.gov/directives-documents/400-series/0486.1-BOrder-a/@@images/file.
#J-18808-Ljbffr